|
| home :: academic personnel :: research :: graduate studies :: undergraduate studies :: courses & instruction administration & staff :: seminars & colloquia :: employment opportunities  |
 |
| Department of Physics
& Astronomy
4129 Frederick Reines Hall University of California, Irvine Irvine, CA 92697-4575 telephone: 949.824.6911 fax: 949.824.2174 email: laraa@uci.edu This handbook was created to assist Administrative Staff with the daily tasks that need to be handled within the Department of Physics and Astronomy. Links are provided so users can be routed directly to various UCI departments and external agencies, and text has been added to provide users with some background information that could be helpful. If you see any information that is incorrect, outdated, or unclear, please do not hesitate to contact Alison Lara (laraa@uci.edu) so that changes can be made as quickly as possible. It is our attempt to maintain and update this handbook regularly so it provides the most current information! updated 4.7.2009 Table of Contents UC Campus Information Academic Personnel Reviews Academic Review Overview & Forms Catering/Refreshments Catering Procedures Conference Scheduling Conference Checklist Seminar/Colloquia Audio-Visual Equipment Request Form Correspondence Department Letterhead Memo Equipment Loan LCD Projector, Overhead Projector, Departmental Laptop Computer Equipment Removal Equipment Removal Procedures Inventory Modification Request (EIMR) Faculty and Staff Photos Faculty Teaching Assignments Faculty Teaching Assignment Overview & Availability Faculty Absences / Sabbaticals Fax Fax Coversheet & Instructions Financial/Information Forms, Physics File Server Forms and Shared Informational Documents Grade Posting Housing Short Term & Long Term Housing (new faculty, researchers, visitors) Library Usage US Mail, Express Mail, Key Services Federal Express / DHL U.S. Mail U.S. Mail Budget Codes U.S. Mail - Forwarding U.S. Postal Service Express Mail UPS Separated Personnel Office Equipment / Software Instructions Office Space and Assignments Office Supply Orders / Purchasing Procedures & Budget Information Reimbursement for Materials & Supplies Personal Data Changes Photocopies: Departmental / Instructional / Grant Based Departmental Copier & School of Physical Sciences Copy Center Proposal Preparation Guidelines Administrative Approval Form Granting Agency Website Information Proposal Budget Pages Proposal Signatures Proposal Copies Proposal Submission NSF Proposals - After Submission grants.gov NIH Proposals (added 3-10-2006) Refreshments Scanning Departmental Seminars & Colloquia Telephone Services Textbooks Textbooks - Complimenatry Desk Copy Orders
Timesheets
Departmental Travel Policies / Procedures Information/Documentation Policies / Receipts Travel Voucher Form(s) Department Fund Reimbursements Grant-Funded Reimbursements Personal Car / Reimbursement Travel Relocation / Removal Travel Insurance Instructions UCI Accounting and Fiscal Services Travel Website UCI Discounted Rates - Hotel and Rental Car (click here for most current reimbursement rates and UCI Procedures)
UC Identification Card University Club / Visitor Meal Reimbursement University Club / Visitor Meal Information Visitor/Guest Information Maps, Driving Directions, & Parking Wireless Internet Registration/Access (temporary) Workstudy Support Overview & Schedule Information Bookmark Suggestions Administrative Policies and Procedures Administrative Services Staff Other Helpful Websites Academic Review Faculty Teaching Assignments Housing Resources Library Resources Proposal Preparation - Granting Agency Websites Science/Physics/Journal Websites ....................................................................................................................................................................................................................................................... UC Campus Information The following are the websites for all UC Campuses. It can be helpful to have these sites bookmarked for easy access.
 ....................................................................................................................................................................................................................................................... Academic Merit/Promotion Cases It is important to become familiar with the Academic Review Cycle and the necessary forms that will need to be completed by the Administrative Assistant for an Academic Merit Review. Betsy Davis, Department Personnel Manager, processes Academic Merits / Reviews. The Physics and Astronomy Academic Review Cycle sheet provides a timeline showing all of the necessary steps that need to be taken to process an Academic Review, and it can be found on the Physics File Server in: Shared
Documents / Faculty
Merit/Promotion folder.
The Academic Personnel website contains information that can facilitate the Academic Review process, but if you have any questions regarding the departmental process, contact Betsy Davis. Academic merit/promotion cases are generated in an online system prepared by the Office of Academic Personnel. Once all information has been entered, proofread and finalized, an MS Word form/report is generated, routed for the appropriate signatures, and provided to all faculty for review. Academic cases are presented at faculty meetings and voted on by all faculty members. Additional Acdemic Personnel forms can be found on the UCI Acadeimc Academic Personnel website. You will find a listing (alphabetical or numerical) of all of the forms necessary for all Academic Personnel Procedures. Electronic versions of previous merit/promotion packets are saved on the Physics File Server: Shared
Documents / Faculty Merit/Promotions
Teaching history will need to be added to the online database if it has not been done automatically by the Office of Academic Personnel. This information can be found at: http://reg.uci.edu/
Select: Faculty &
Staff
Select: More Select: Instructor History Teaching evaluation summaries and comments will also need to be gathered. They can be found on the Physics File Server: Shared Documents / Faculty Teaching
Evaluations
....................................................................................................................................................................................................................................................... Catering/Refreshments An AA will need to make catering arrangements for seminars, meetings, conferences, visitors, etc. Detailed information on campus catering options can be found on the UCI Food Services website. It is important to remember to have the correct Account/Fund information before you proceed with any catering/refreshment arrangements. The faculty member/host should be able to provide the appropriate budget information. However, it is VERY IMPORTANT that you verify all information regarding any catering arrangements with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member/host BEFORE making any arrangements. There are very specific guidelines regarding food/refreshment expenses that must be adhered to, and the Financial Analyst will be able to assist you. A website that is very helpful and contains UCI Policies and Guidelines regarding Food Services is UCI Food Service Guidelines. ....................................................................................................................................................................................................................................................... Conference Scheduling There are many steps involved in scheduling a conference or meeting. The Financial Analyst in the Physical Sciences Dean's Office who is assigned to faculty member/host of the conference plays an integral role in conference coordination. IT IS VERY IMPORTANT FOR THE FACULTY MEMBER TO MEET WITH THEIR DEAN'S OFFICE ANALYST BEFORE A CONFERENCE IS ORGANIZED. The financial analyst will review the funds the faculty member wants to use for the event, to be sure money has been allocated by the granting agency to cover all of the expenses. Also, because it is the responsibility of the Financial Analyst to be sure that all vendors (hotel, caterer, etc.) receive their initial deposits and their final payments in a timely manner, it is important be sure the analyst is aware of the conference details to be sure all of necessary budget forms and vendor contracts are prepared. It can take up to 10 days for checks to be processed for vendors, so it is important to submit catering, lodging, or any other vendor information to the Financial Analyst as soon as you receive it. It is also important to let the vendors know about the approximate timing of check preparation so they are not expecting payment sooner than it can be processed. Faculty Members, Researchers, and Administrative Assistants are NOT allowed to sign contracts or agreements for the university. All contracts and agreements must be forwarded to the Financial Analyst in the Dean's Office for approval and signature (in many cases, the agreements need to also be approved by Risk Management, and the Financial Analyst will take care of this step if it is necessary). As soon as you know there is going to be a conference/meeting hosted by one of your faculty members, you can use a Conference Checklist (found on the Physics File Server in the Forms folder) to start a Conference File to organize your paperwork into the following categories (if applicable).
A spreadsheet or database program is a useful method of monitoring the status of the conference information. You can then use the information in the spreadsheet to merge name badges, sign-in sheets, envelopes for Travel Expense Voucher packets, etc. A Budget Worksheet is helpful in ensuring that conference expenditures remain within the budgeted amount. To check availability and/or reserve of FRH 2111 (priority is given to seminars and guests), FRH 4135 (must be approved by Department Chair), 2140 FRH, RH 390, Natural Sciences 1 Rm. 1114, or Natural Sciences II Rm. 1201, you can check with the front desk AA, or go to the Oracle online calendar: physics reines Participant / Registration Fees: Registration fees may be collected before the conference, or on the day of the conference at the time of registration. All fees must be paid with a check or cash - checks must be made to: UC Regents After all registration fees are collected, checks must be photocopied and the information must be entered into the OPAL C. O. D. (Campus Online Deposit) system. After the data has been entered, all forms of payment must be hand-delivered to the Central Cashier's Office. ....................................................................................................................................................................................................................................................... Correspondence There are two forms used for correspondence, and both can be found on the Physics File Server n the Forms folder:
Equipment EQUIPMENT PURCHASE / FABRICATION ............................................................................................... UCI inventories equipment items valued at $5,000 or more. Equipment orders that are being purchased with grant funding should be shown as a line item on the grant proposal budget and should be made no later than 120 days (~4 months) before the grant end date. If equipment is being ordered on start-up funds or an unrestricted account, the line item listing and time line requirements are not applicable. Once a piece of equipment is received, the UCI Equipment Management Office issues a property tag with the associated property number. This tag is to be placed on the equipment immediately. The University manages the equipment inventory with this information. If the equipment needs repair, you will need the property number to return it to the vendor. All repairs/returns must go through the School's Purchasing Office to have insurance coverage for lost or damaged items. If a piece of equipment is going to be fabricated, it is important that the Financial Analyst in the Dean's Office is contacted. The Analyst will obtain a property number for the "completed piece" of equipment. The orders for the materials would then be classified as equipment and would be exempt from overhead on Contract and Grant Funds. EQUIPMENT LOANS - Departmental Seminars / Colloquium ............................................................................................... When a faculty member requests departmental equipment (LCD Projector, Overhead Projector, Departmental Laptop Computer), a request must be made to the Physics Front Desk Administrative Assistant. The departmental equipment is to be used ONLY for seminars and colloqiua. An AA can request the equipment, or a faculty member can go directly to the Front Desk AA. EQUIPMENT LOANS - Personal ............................................................................................... If a faculty member is borrowing a piece of equipment to be used for working at home, it is necessary to complete a University Loan Agreement and submit it to the Financial Analyst in the Dean's Office. The University requires this form for inventory tracking and insurance purposes. In case of a loss, the University would first try to collect from a homeowner's insurance policy, and then from the University's ALL RISK property loss program. When the equipment is returned to the University, please inform the Department Office and/or or the Dean' Office analyst. Classroom Instructional Equipment (LCD Projector / Overhead Projector, etc.) ............................................................................................... If a faculty member needs equipment for a course he/she is teaching, the equipment order must be placed through the UCI Instructional Resource Center (IRC). If the course is a regular class scheduled through the UCI Registrar's Office, there is no charge for the drop-off, set-up, or pick-up of equipment. Attach a printout of the class schedule from the Registrar's Schedule of Classes to the fax - this is verification that the course is a regular class scheduled through the Registrar's Office, and it will prevent any charges to the department. NATURAL SCIENCES 2, ROOM 1201 If the LCD projector needs attention / repair, please contact the Chemistry Department at 4-4097. ....................................................................................................................................................................................................................................................... Equipment Removal When furniture or equipment needs to be removed from an office to go to salvage and Equipment Inventory Modification Request (EIMR) form needs to be completed by Karen McIntyre-Brown or the Front Desk AA. It is important to follow this procedure, even for the smallest piece of equipment for inventory purposes, as Karen McIntyre-Brosn (along with the Front Desk AA) are responsible for the space allocation and maintenance for the department. The assigned custodial account number can be found on-line in the Equpment Management System using the Query function. This function has limited accessibility to EQS on-line users only, so please contact Karen McIntyre-Brown to obtain this information. The following information will be needed in order to proceed with equipment/furniture removal:
....................................................................................................................................................................................................................................................... Department Faculty & Staff Display Photos Department photos are displayed outside of the Physics Administrative Office, 4129 Frederick Reines Hall. Faculty, visiting lecturers, graduate students, and staff need to see Front Desk AA for assistance with department photos.
....................................................................................................................................................................................................................................................... Questions about your @uci.edu email account should be directed to tograham@uci.edu. If you cannot use email, please call 949.824.7639, and your request will be handled immediately.
....................................................................................................................................................................................................................................................... Faculty Teaching Assignments Faculty Teaching Assignments for the current year and previous years can be located on the Physics File Server in the Shared Documents / Faculty Teaching Assignments Folder. Variations of this information can also be located through two different websites:
................................................................................................................................................................................................................................................ Fax The Physics and Astronomy Fax Machine is located in the Main Physics Office on the 4th Floor, Room 4129. Fax Coversheets can be found on the Physics File Server in the Forms folder, and hard copies are also kept in the paper tray next to the fax machine. It is important to be sure that all of the fields on the Fax Coversheet are completed to ensure the appropriate party receives the fax. Directions for International Faxing are located on the wall directly behind the fax machine. After the fax has been sent, the printed Fax Confirmation Sheet should be placed paper tray next to the fax machine. If you have any questions regarding a fax, contact Physics Front Office Administrative Assistant in the Main Physics Office. ....................................................................................................................................................................................................................................................... Faculty Financial/Budget Information Each faculty member is assigned a Financial Analyst in the Physical Sciences Deans Office. Administrative Assistants are regularly provided with a current listing of the Financial Analyst assignments. The Financial Analyst Listing is also available in the Shared Documents / Accounts/Budget Codes Folder on the Physics File Server and oline at: http://www.physics.uci.edu/NEW/administration.shtml :: Analyst Assignments / PS Dean's Office An Account/fund numbering system is used by the University to track financial data. An account number is a 6 digit number and is followed by a 5 digit fund number. These numbers are needed when you are using services within the University, but outside Physical Sciences (e.g. UCI Bookstore). Budget Code - this is a unique 3 or 4 digit number assigned to a funding source for simplification within the School of Physical Sciences. Budget codes are assigned by your Contract and Grant Analyst in the Dean' Office. If you are asked to use funding to purchase a product or service that is not managed by a Contract and Grant Analyst (i.e. general departmental / instructional purposes), please contact the Department Administrator for more information. It is important to verify all budget information with the Financial Analyst assigned to the faculty member before proceeding with any task that requires a Budget Code-Account/Fund number. This is very important because there may be instances when an expense cannot be charged to a particular grant due to the Granting Agency's requirements. All faculty funding (Account/Budget Codes) can be found online through the Physical Sciences Database. http://db.ps.uci.edu/ PROCESS:
Go to http://db.ps.uci.edu/ :: Select: Budget Code :: Select: View :: Select: Preset Queries :: Select: Current Extramural Awards Use
drop-down menu to select faculty member
.................................................................................................................................................................................................................................................... Forms (all forms in this handbook can be found online, or on the Physics File Server) Physics File Server (128.200.81.23) (dirac.ps.uci.edu) There are many useful documents and forms in various folders on the Physics File Server, and it can be very helpful to become familiar with these documents and forms. You can view the items in the File Server by opening the Physics File Server icon on your desktop. When you are using a file from the Physics File Server, it is important to drag the file to your desktop to create a copy BEFORE you begin working on a form so you do not make changes to the original file. If there is a particular document or form you cannot find on the Physics File Server, or if you believe a certain document or form would be a useful addition to the Physics File Server, contact Alison Lara (laraa@uci.edu) in the Physics Office. Some of the items you will find in the folders on the File Server include: FORMS FOLDER Conference Checklist Envelopes Departmental Memorandum Form Fax Cover Sheet Visitor Checklist Department Directory ...................................................................................................................................................................................................................................................... Housing (Faculty / Visitor) It may be necessary to assist a new faculty member, visiting professor, or researcher with locating permanent or temporary housing. Before proceeding with assisting anyone with housing needs, it is important to verify any information provided to you by the visitor with the faculty member/host. Once you have verification from the faculty member regarding the visitor, it is important to provide the visitor requesting housing information with the resources listed below; sometimes it takes many weeks to find proper housing. The UCI Faculty & Staff Housing Office can provide you with packets that can be mailed to prospective visitors, faculty members, researchers, etc. A phone call or to the Faculty Housing Office is all that is necessary to receive the packets. Note: It is very important to contact Terri Graham as soon as you receive information regarding a visitor so that all proper employment paperwork can be coordinated for appointments, visa's, payroll, etc. Housing Resources: Humanities Research Institute (14 units on campus) ....................................................................................................................................................................................................................................................... Library You must present your UCI photo identification card at the Library in order to be activated into the Library system. For more details, please visit: Departmental Recharges * You will have to be on a pre-authorized list to be able to use UCI account numbers. (Karen McIntyre-Brown provides the Copy Services Manager with staff information upon request). * A departmental recharge form will be filled out at the time of purchase. The Dean's Office Analyst (if copies are charged to a grant) or Karen McIntyre Brown (if copies are charged to the department) will receive a copy of this form. ....................................................................................................................................................................................................................................................... Mail Distribution and Key Services The Front Desk AA provides all Mail and Building/Lab Keys services. Karen McIntyre-Brown can also be of assistance. a Key Request Form must be completed. There is a 24-hour turnaround period to obtain keys from inventory after completing the key request form. If keys need to be ordered from the Campus Key Shop, the turnaround time is 3-5 days. Once the key(s) are in, The Front Desk AA will notify the requester. There is a $10.00 fee ($5.00 processing and $5.00 deposit) for all requesters EXCEPT for faculty members. Upon returning the key(s), the requester will be refunded their $5.00 deposit. If keys for offices or labs are needed for more than a couple of students, researchers, post docs, etc., the Front Desk AA will need a seven day advanced notice to place the larger order through the Lock Shop. Separated Personnel When an employee, student, or visitor is no longer on campus, the Front Desk AA maintains their mailbox for approximately 30 days after their departure - then the mail slot is given to a new employee, student, or visitor. When personnel you support leave the campus, check their mail slot regularly so mail can be forwarded to their new location. ....................................................................................................................................................................................................................................................... Grade Posting The Educational and Privacy Rights Act of 1974 prohibits instructors to post grades in a way which the student can be identified by others. Examples of this are use of alphabetical listing and/or Social Security number or student I.D. number. Grades are generally posted on the Electronic Educational Environment web site, using the Instructor's Toolbox, at http://eee.uci.edu. For more assistance, the faculty member can contact the Graduate Affairs Officer or the Undergraduate Affairs Officer. .......................................................................................................................................................................................................................................................
Each
faculty member is assigned budget codes for US mail (for
research and non-research based mail). The list is kept on the
Physics File Server in Shared Documents / Accounts/Budget Codes / Mail-Codes.pdf As new faculty members arrive, or as current faculty members
receive new grants, new budget codes are allocated through the UCI Document
and Distribution
Management Office via an online system. This is handled by
the Administrative Assistant in the main Physics Office.
U.S. Mail The mail is collected once per day between 1:00 pm - 3:00 pm. There are two mail bags suspended from the wall in the mailroom. :: The red bag is for regular U.S. Postal Mail :: The green bag is for mail to be delivered within the campus, such as to another department NOTE: Faculty and staff should not use the mail room bags for personal mail or packages. If you hand-deliver the Express Mail to the clerk in Physical Sciences Stores in the basement of Frederick Reines Hall before 2:00 p.m., there is no extra charge because UPS and Federal Express pick up packages there daily. There is also a Federal Express drop box directly in front of the US Post Office in the University Town Center on Campus Drive - the last pickup is at 5:00 p.m. with no pick-up on weekends. If a Campus Federal Express or UPS deadline is missed you can go to the following websites for drop-off locations and hours: Federal Express UPS US Post Office DHL To send multiple items (i.e. Conference/Workshop announcements and posters) using regular U.S. Mail, it is important that the postage be charged to the correct Grant Account/Fund. Each faculty member has two 6-digit US Mail accounts assigned to them - one for research-related mail, and one for general/departmental mail. Each account will begin with 4575 or 4576 (the department "ZOT code") followed by a 2 digit mail code (example: 4575-01, 4575-02, etc.). The current listing of the active mail budget codes for faculty can be found on the Physics File Server in the Shared Documents / Analysts/Budget/Acctng/Mail Codes folder. The appropriate account number should be written or typed in directly above below the return address on the envelope, or in the Mail Billing Number section of the UCI Mailing Label. If the mail is general departmental mail that is not to be charged to a particular faculty member, the account is 4575-00. Personal mail should have postage stamps affixed and do not require a zot code or mail code. The following is general information regarding mail processing from the UCI Distribution & Document Management Department (DDM/mail services): For outgoing USPS mail a correctly addressed envelope should be block-style, flush left, all capital letters, have all pertinent delivery information, and the only punctuation is the dash between the zip code and the zip+4 number. The address should be 5/8" from the bottom of the envelope and 1/2" from the sides. Example: MICKEY MOUSE Return address must include your department name, example given: UNIVERSITY OF CALIFORNIA, IRVINEFor intercampus mail: Name of RecipientBulk Mailings: UCI DDM/mail services will seal all standard #10 envelopes; securely bundle the mail together along with a note detailing the billing number to be used for that bunch. Forwarding Mail: When someone leaves the department, a mailbox is retained and mail is forwarded for 30 days. The Administrative Assistant will check the mailbox(es) and forward the mail for the appropriate amount of time. ....................................................................................................................................................................................................................................................... Federal Express Distribution and Document Management developed an online shipping system called e-Ship. All shipping costs must be charged to the appropriate Account/Fund. The faculty member will be able to provide you with that information. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member. FEDERAL EXPRESS INTERNATIONAL: When preparing international packages and you want to use FEDERAL EXPRESS, LEAVE the STATE / PROVINCE information BLANK. This will allow you to view rates for FedEx and DHL, for all types of service (i.e. Intl Express/Priority, Intl First, Intl Economy). If you attempt to fill in the State/Province information, the system may default to DHL, without providing any FedEx options. Getting Started with eShip:
U.S. Postal Service Express Mail The packaging and labels for the U.S. Postal Service Express Mail service are kept in the mailroom in the Main Physics Office. There is a Global Priority Mail Service available through the US Post Office, with affordable flat rates available. There is no guarantee for delivery of international packages sent using this service, but there is Return Receipt Service available in some countries. For more details, go to: It is important to be sure that you have the correct Account/Fund Number on the Mailing Label so that the correct funding source is charged. The faculty member will be able to provide you with that information. It is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before submitting the information to Karen McIntyre-Brown for payment. ....................................................................................................................................................................................................................................................... UPS UPS Shipping is processed through Physical Sciences Stores (FRH basement). To send a package via UPS, you will need to provide your own packaging (box, envelope, etc.) If the package is in the FRH Basement / Stores area by 2:30 p.m., the package will be shipped the same day. If not, it will be shipped the following day at 2:30 p.m. It is important to be sure that you place the correct Account/Fund Number on the label so that the correct funding source is charged. The faculty member will be able to provide you with that information. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before submitting the information to Karen McIntyre-Brown for payment. For outgoing UPS mail, the following information will need to be provided: Ship To Address: NAMEReturn address must include your department name, example given: UNIVERSITY OF CALIFORNIA, IRVINEACCOUNT/FUND NUMBER (Very important to verify correct Account/Fund Number with Financial Analyst in Physical Sciences Dean's Office). ....................................................................................................................................................................................................................................................... Office Equipment / Software Instructions Instructions for the operation of general office equipment grantand for special software programs can be found on the Physics File Sever in the Office Equipment/Software Instructions folder. ....................................................................................................................................................................................................................................................... Office Supply Orders / Purchasing Office supply orders (for staff) are placed with Physics Front Office Administrative Assistant in the Main Office, preferably via an e-mail request. The office supply catalogs are kept at the front desk in the Physics Office. The supplies in the supply closes are meant for general office and/or instructional purposes only. If a faculty member requests supplies, it is important to verify if the supplies are going to be used for general teaching/classroom preparation purposes, or if they are going to be used in conjunction with any type of grant-funded research, so that the supplies can be charged either to the General Physics Account/Fund number or to a specific Grant Account/Fund number. If the supplies are going to be used for any research in connection with a grant, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office before placing the supply order. There may be instances where office supplies cannot be charged to a particular grant and the faculty member may not be aware of the specific guidelines of the grant. If supplies are being ordered using grant funds, a small statement regarding the purpose of the supplies from the faculty member may be necessary to process the order. Check with the Financial Analyst in the Physical Sciences Dean's Office. To download a Purchase Order Request Form from the Physical Sciences website, go to: The Purchase Order Request Form is also used for the purchase of computers, equipment, and furniture. Once the order has been placed, a green copy of the Purchase Order Requisition will be returned that will have final prices and the purchase order number at the top. Keep this for your records and follow-up questions. When your order is received, please check it right away, making sure that everything is correct. Return the packing slip promptly to Purchasing, as this is the only way that they know it has been received and can process the invoice for payment. Also, packing slips are filed in case of repairs or returns that are needed at a later date. There is a box right inside the door for the packing slips. If your order came in wrong or if the equipment doesn't work, please notify Purchasing immediately, so they can stop payment on the invoice and start the process to return the order. Tanks of liquid nitrogen and liquid helium can also be ordered from Purchasing - please check with the Financial Analyst in the Dean's Office for more details. Supplies / Materials Reimbursement Reimbursement of expenditures is limited to items approved for purchase with University Funds. There is no reimbursement for refreshments, entertainment, equipment, furniture, conference fees, or travel. Please follow the following guidelines if you wish to make a purchase that will require reimbursement: 1) Obtain approval with Dean's Office Financial Analyst for Faculty. Staff purchases need to be approved by Departmental Manager or Analyst. 2) Verify budget code or account/fund to be charged. 3) Obtain the ORIGINAL sales receipt with the following data: a) date of purchase or payment4) Provide explanation or purpose e.g. how the items benefit the research project. 5) PRE-APPROVAL is required from your Department Administrator if you are Purchasing something that will be charged to departmental funds. Please obtain signature approval prior to bringing your request. Funds will be automatically deposited into your bank account. Supplies and services should be ordered through the Physical Sciences Purchasing Office - please remember thgat this process is only used for emergencies.
Office Space and Assignments Following the Chair' instructions, office assignments are handled by Karen McIntyre-Brown (kmbrown@uci.edu), ext. 4-2159. Due to the shortage of space, many offices must be shared.
Personal Data Changes Please notify Terri Graham (tograham@uci.edu), ext. 4-7639, if you have a change in residence, phone number, name, etc. Graduate Students should notify Kirsten Lodgard (klodgard@uci.edu), along with the Registrar' Office.
Photocopies: Departmental / Instructional / Grant Based Photocopies can be made in the Physics Office on the 4th floor or in the Physics Copy Center in the basement of FRH. The Department Copy Machine is meant for jobs no larger than 35 copies. When using the Physical Scienes Copy Center, an account needs to be created using your UCINetID and password. The PS Copy Center Representative can assist you with the account set-up. You will need to use this account/password each time you use a copier in the Copy Center. Each time you use the copier, you will need to enter a 3 digit copy code (the budget code that pertains to the particular grant the copies are being charged to, or the Physics Department Code (if the copies are for general purposes - office work, exams, coursework, etc.) The faculty member should be able to provide you with a copy code if the copies are being made for work pertaining to a specific grant. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before making photocopies if an account other than the General Physics Account is being used. If the photocopy request is for a large quantity of copies, or if the copies are a special order (color copies, special binding is necessary, special cover sheets and/or dividers, etc.) the order can be left with the Physical Sciences Copy Center Manager (a correct Budget Code needs to be provided). You will be contacted when the order is complete.
Proposal Preparation Guidelines There
are
many different agencies that provide funding for research
projects. Although each agency will have it's own packet of proposal
forms
that will need to be completed, there are some forms that will need to
be prepared for every proposal - i.e. the Administrative
Approval Form and the departmental Budget and Budget
Justification Forms. It is VERY important to read the Program Announce to verify all details regarding the proposal preparation and submission. The faculty member applying for the grant funds will have this information. ............................................................................................................................................................................................................................................ The
budget figures on the Administrative
Approval Form match the figures
on the official agency budget forms (i.e. NSF, DOE, NASA, etc.)
Occasionally
the figures on the departmental worksheet/budget forms
prepared by Debbie Bozek will differ slightly from those on the
official forms, but the AA Form must reflect the figures that are
on
the official agency forms, NOT the departmental forms). Departmental Budget Pages - Prepared by Debbie Bozek, Department Administrator. ::
New
proposals usually need to be submitted six to twelve months in
advance
of the proposed start date. ::
Continuation proposals (same funding period, usually 2nd
or 3rd year) need to be submitted approximately NOTE:
The Sponsored
Projects Institutional Information webpage should always
be referred to before preparing a proposal to be sure the proper identification
and institutional information is on all proposal forms that are
being prepared. If
you have any questions regarding the revised Administrative Approval
form, please contact the Sponsored Projects staff assigned to your
administrative unit. Administrative assignments can be
found in the ORA Staff Directory at: .................................................................................................................................................................................... All
proposals must go through
the Physical Sciences Dean's Office, and
then receive the approval of Sponsored
Projects Administration (SPA) before
they are submitted to a funding agency. It
is important to be sure that there is enough time
for the signature process to be completed so that the proposal will
arrive
at the agency on or before the deadline. The signature
process can take 2-4 days to complete because the proposal must
be signed by the following parties: :: Faculty member applying for the funding IMPORTANT:
ALL proposals need to be hand-delivered
to the appropriate Analyst in the Dean's Office and to Sponsored
Projects -
they are NOT to be placed in the Campus Mail or be included in the
daily Dean's Office mail delivery. Hand-delivery of proposals
ensures that the proposal is processed and signed in the most timely
manner (and it avoids the possibility of proposals being misplaced). If
possible, it
is best to submit a completed proposal to the Dean's Office for
signature. However, a proposal can be routed for the
necessary
signatures as long as the following components are completed: :: AA Form .................................................................................................................................................................................... Budgets
are generally prepared by Debbie Bozek,
the Department Chief Administrative Officer, If she is not
available
and the budget has a deadline for completion, Julie Aird
(jaird@uci.edu), or the
Financial
Analyst
in the Dean's Office who is assigned to the faculty member can assist
you. It is important to keep the Financial Analyst in the Dean's Office aware of any activity or information regarding the proposal, even after it has been submitted (i.e. budgetary or timeline changes). If you receive information from the agency on the status of your proposal, this information should be forwarded to the Financial Analyst in the Dean' Office. The website below contains UCI forms you will need to prepare a proposal: ....................................................................................................................... It
can be helpful to have a copy of a proposal that was recently submitted
to the particular granting organization (you can get this from
Debbie).
This will help to provide an idea of how a finished proposal
looks. It
is VERY important print the
program announcement which
contains the most current
proposal
guidelines
and forms for each proposal you are preparing. The
faculty
member who is submitting the proposal should have this information. Before
preparing the proposal
packet, it is important to be sure you have ALL of the necessary
forms, and are
working at a pace that will allow you to meet the submission
deadline. Once
the
budget is finalized and the proposal packet is complete
(including the Administrative Approval Form which must
accompany all proposals), it is signed by the following people: :: Faculty Member
(PI)
:: Departmet Chair :: Physical Sciences Dean
The
proposal will be returned to the Administrative Assistant so that
the necessary copies can be made, and the original can be hand-delivered to: 300 University Tower (University Marketplace on Campus Drive). For more details on proposal preparation, visit the Sponsored Projects website, or check with Debbie Bozek. .................................................................................................................................................................................... At this point the proposal is ready for submission to: Sponsored Projects Administration Office NOTE: ONLY APPLIES IF PROPOSAL IS NOT SUBMITTED ONLINE: Submit the number of hard copies required by the granting agency (The agency copies vary, and the number of copies requested by the agency should be in the proposal submission guidelines) All attempts should be made to submit the proposal to the Dean's Office at least one week in advance of the agency deadline. Sponsored Projects Administration requests that submissions be made to their office at least 3-4 days before the deadline. This deadline allows enough time to adequately review the proposal and get it to the agency. NOTE: Sponsored Projects staff will NOT mail anything to funding agencies from their office. If SPA staff prepares and/or signs a document that needs to be submitted with a proposal, contract, sub-contract, etc., the document must be retrieved from SPA, and the AA must forward the final packet to the sponsor. Copies of the proposal must be made and distributed to the people listed below:
WAIT TO MAKE FINAL COPIES until all SPA REVIEW NOTES have been addressed, and the proposal has been submitted. This will ensure that the file copies reflect what has actually been submitted to the sponsor. FINAL COPIES of the packet must include any documentation prepared and/or signed by Sponsored Projects, and Debbie's Excel budget sheets must ALWAYS be included as well. ............................................................ NSF Proposals - After Submission After a proposal has been submitted through Fastlane (NSF Proposals Only) you can download a final version from the Fastlane website (.pdf document) and forward it to the faculty member, Debbie Bozek, and the Financial Analyst in the Dean's Office (maintain a copy for your electronic files as well). This will ensure you have the most current version of the proposal, along with the Proposal ID Number assigned by NSF. .................................................................................................................................................................................... grants.gov NEW*** (effective 10-2005) Many of the Federal Funding Agencies have converted to a new online proposal submission system titled Grants.gov Users will need to have a PC (or Virtual PC program installed on their MAC), along with a special Viewer program that is downloaded from the grants.gov website. It is VERY important to read the proposal announcement to veryfiy the method of submission (i.e. grants.gov or another method). The grants.gov website is only being used for certain proposals at this time, and until all Federal agencies have converted to this program, it is especially important to read the proposal submission guidelines carefully. *NIH Proposals - Additional Guidelines (updated 3-10-2006) Administrative Assistants will need a large lead time from the final submission date given on the NIH program announcement. The Sponsored Projects Administration (SPA) has stated there will be a 6 day lead time for all government grants, with the exception of a 10 day lead for NIH grant submission. SPA Contract & Grant Officers will no longer be able to accept same-day or day before submissions as we migrate over, no exceptions. The migration to this new timeline begins in June, 2006. Please inform Debbie Bozek as soon as you know about a new grant or renewal, particularly for NIH. Debbie Bozek and the AA working on the proposal must have a printout of or link to the formal Proram Anouncement to get started; every new grant or renewal has an announcement posted. It is important to remind faculty members to to find and forward the Program Announcement information for every proposal - this one step will greatly assist with the timely preparation of grant proposals. .................................................................................................................................................................................... In general EQUIPMENT and GRADUATE STUDENT TUITION AND FEES are exempt from overhead assessment. (There are exceptions.) Overhead is assessed on SUBCONTRACTS up to the first $25,000 paid. Amounts paid to a subcontractor beyond $25,000 are exempt from overhead assessment within the project period. An assessment of 5% of the total is taken by the University Advancement Office from monetary GIFTS / DONATIONS. ....................................................................................................................................................................................................................................................... Refreshments The Department provides coffee and cookies every afternoon at 2:45 p.m. for the Faculty and Graduate Students in the 4th Floor Lobby of Frederick Reines Hall. These refreshments are NOT served during the summer.
Scanning If you need to have an item scanned, and you do not have a scanner, contact Physics Front Office Administrative Assistant. Items can be scanned from color to black and white, from jpeg to pdf, and editable text in some cases. Single sided copies that are typed or that are written in dark ink are the preferred medium.
Departmental Meetings, Seminars & Colloquia Faculty members regularly sponsor departmental seminars that are presented by visitors from other institutions. Preparations need to be made to ensure the following items are handled: :: Meeting room reserved (most rooms can e reserved using the Oracle online calendar system) When reserving a room, it is important to include your FIRST NAME and extension, and the faculty host's LAST NAME in the "location" field (i.e.: Your Name/Extension/Facluty Name. This is very helpful when it is necessary to make changes to a scheduled event. :: Seminar announcements posted :: Catering services arranged :: Presentation equipment reserved for the presentation/seminar The Seminar Checklist can be very helpful to ensure that all of the arrangements for the visit are in place - this form can be found on the Physics File Server in the Forms folder. At the beginning of the each academic year, a room in Frederick Reines Hall, Rowland Hall, Natural Sciences I or Natural Sciences II is booked through the Front Desk AA for a standard day and time of each week for the expected seminars & colloquiums to be held for the entire Academic Year. Detailed seminar and colloquia information is entered via an online system (i.e. speaker name, speaker affiliation, seminar date, title, abstract) that is managed by the Front Desk AA. Updated Seminar information can be found by going to the Physics and Astronomy homepage. Once the information is received from the faculty host or the speaker, an automated process begins which facilitates the production of flyers to be printed for posting, seminar announcements to be sent to all faculty regarding the seminar details, and information to be sent to speakers (and the seminar host) regarding a visitor parking permit.
Physics
and Astronomy - Oracle Online Meeting Room Booking System: https://calendar.uci.edu/ocas-bin/ocas.fcgi?sub=web This
online schedule displays meeting / classroom availability for Frederick
Reines
Hall (rooms 2111, 2140,
& 4135), Rowland Hall (room 274 & 306), the MSTB Computer Lab,
and LCD
Projectors. This booking system is password protected so
only a
few
staff members can enter and edit schedule information. However,
the
calendar is open for all staff to view and a password is not necessary. The
information regarding the seminar/colloquium is sent (usually via
e-mail) from the faculty member/host to either their Administrative
Assistant, or directly to the Administrative
Assistant at the front desk, who will post
the
announcements and send reminders to all faculty. If the faculty member provides you with the information (the date, speaker, abstract, etc.) for the seminar to you instead of directly to the Administrative Assistant at the front desk, it is very important that you forward the information immediately so seminar preparations can be made in a timely manner. The
Administrative Assistant at the front desk needs
the seminar/colloquium information at least one week in
advance of the event to allow proper time to make
arrangements.
Once
she receives the seminar information, the procedure is as
follows: a) A reply will be sent to the faculty member/host to confirm receipt of the seminar information, and a copy of that reply will also be sent to the visitor;The faculty member/host will need to arrange for pick-up or return of any equipment that is borrowed for the seminar immediately after the seminar. It is very important to remind the faculty member/host to return the equipment immediately after the seminar, because the equipment could be needed for another meeting the following morning. To
reimburse
a visiting guest speaker for any Travel or Entertainment
Expenses, see the Travel
Expense
Reimbursement or Entertainment
Expense Payment/Reimbursement section of this handbook; for Catering/Refreshment
information, see the Catering/Refreshment
section of this handbook.
Social Security Cards A Social Security number is required for employment. The nearest Social Security Administration Office is located at Office Address: For more details, please visit the Social Security Administration website at:
Telephone Services Telephone services are coordinated through Karen McIntyre-Brown, ext. 4-2159 (kmbrown@uci.edu) or the front desk Administrative Assistant. For a complete list of services available, visit Network and Academic Computing Services at:
....................................................................................................................................................................................................................................................... Textbook Orders Administrative Assistants order the textbooks for UPPER DIVISION instructional courses. The Undergraduate Affairs Officer orders all Undergraduate Course textbooks. Prior to each quarter administrative assistants and instructors will be notified to place textbook orders, and an order deadline will be announced. It is important to adhere to the time frame outlined to ensure textbooks arrive in time for the start of each quarter. A request to each faculty member should be sent with the following text: TEXTBOOK ORDER EMAIL TO FACULTY: .......................................................................................................................................................................................
Please complete the (QUARTER / YEAR) Textbook Requisition Order Form below and return it to me, so I can submit the order to the bookstore. If you do not need a textbook, please let me know.
More details regarding textbook orders can be found at: ....................................................................................................................................................................................... Textbook Desk Copy Orders If a faculty member requests a complimentary desk copy of the textbook he/she is adopting for the course (usually 1 for every 10 books purchased), you will need to send a request to the publisher. The textbook order e-mail that you received from the faculty member can be forwarded to the publisher, along with the text below, added to the top of the message. It is a good idea to copy the faculty member so they are aware that you have placed the order. To locate the representative at the publishing company, you can go to the publisher's website. COMPLIMENTARY DESK COPY REQUEST TEXT ....................................................................................................................................................................................... I am writing to request _____ desk copies of the book below:
Timesheets Timesheets are due on the 1st of each month for the preceding month. The deadline for Timesheet submission is the 5th of the month for the preceding month. All questions regarding Payroll, Leave Time, and Employee Benefits can be directed to Terri Graham, the Personnel/Payroll Analyst in the Main Office of the Physics Department. You can find detailed information on UCI Staff Policies on the following websites: Sick Leave ....................................................................................................................................................................................................................................................... Faculty Absences / Sabbaticals If one of the faculty members you support is going to be away, please do the following: :: Forward any
corresopndence to the Front Desk AA
:: Fill in information on the white board in the Administration Mail Room (4129 Frederick Reines Hall) ....................................................................................................................................................................................................................................................... Travel / Entertainment Expense Reimbursement For the most current information/policies, visit the UCI Travel website. The UCI Travel Home Page is published by Travel Accounting to help faculty, staff and others plan, account for, and be reimbursed for travel conducted on official University business. The UCI Travel Accounting Department is a section of the Disbursements Division of the Accounting office, which is part of Administrative and Business Services. This site is intended to be an easy reference to University travel policies and procedures, and related travel information. ....................................................................................................................................................................................................................................................... UCI
Rental Car / Hotel Discounts Travel Reimbursement Information/Forms/Documentation ....................................................................................................................................................................................................................................................... Travel Reimbursement Use any applicable forms (located under the PURCHASING FORMS header on the Physical Sciences website) to process reimbursements: :: ENTERTAINMENT EXPENSES :: TRAVEL EXPENSES - Department Funds (Department Seminar/Colloquium visitors, Faculty Candidate Recruitment visitors): Karen McIntyre-Brown :: TRAVEL EXPENSES - Grant-Based Funds (Faculty travel reimbursement, Research Collaborator/Visitor travel reimbursement). This can be found on the Physics File Server in the FORMS folder. Travel Voucher GRANT.xls Travel Expense packets can be obtained from Department Financial Analyst or Front Desk AA. The packet contains all necessary forms and instructions. The forms must include
The completed form and receipts are forwarded to the Dean's Office Analyst for approval. The Analyst forwards the approved packet to the Physical Sciences Travel Coordinator to be processed for payment. Necessary Information: The following information may be needed to be provided to complete the applicable reimbursement form(s):
Visitor Reimbursement Documentation: The following items may need to be provided in order to process a travel reimbursement, depending on the circumstances of the reimbursement. Different foreign visitors may alternate / additional requirements for reimbursement, so it is very important to check with Rita Viner, the Travel Coordinator in the Dean's Office, to be sure you have all of the necessary documentation.
UCI Certification of Academic Activity - if applicable. For payment of honoraria and associated incidental expenses to B-1, B-2, WB, and WT visa holders for "usual academic activity" if paid by a U.S. Institution of higher education, a nonprofit or a governmental research organization. Activity not to exceed nine days at a single institution. Travel Reimbursement - Grant-Based Funds: (Faculty travel reimbursement, research collaborator/visitor travel reimbursement) If the expense is charged to a Faculty Member's GRANT: :: Prepare a Travel Expense Voucher Form (Travel Voucher GRANT.xls) on the Physics File Server. :: Have the visitor and the hosting faculty member sign the form. :: Tape ORIGINAL RECEIPTS to 8 1/2 x 11 inch sheet(s) of paper. :: Attach these sheets to the SIGNED Travel Form Be sure tape does not cover any information printed on the receipt(s). The print becomes invisible, causing processing difficulties for the accounting staff (with possible delays to the reimbursement time). :; Photocopy the packet for your files. :: Forward the packet to the Rita Viner, the Travel Coordinator in the Physical Sciences Dean's Office, to be processed for payment). NOTES: For conferences and meetings, it is very helpful to have packets prepared for the participants who will be receiving reimbursement for travel expenses. If you have participants complete the top portion ONLY and sign the original Travel Voucher Expense Forms while they are at the conference, you can collect them and use them as a way to track which participants need to submit receipts for reimbursement after the conference. It is important to have reimbursements processed in a very timely manner, as budgets can be closed out after a certain period of time and you will want to be sure all participants can be reimbursed. If you have any questions, you can contact Rita Viner, the Travel Coordinator in the Physical Sciences Dean's Office. To expedite the reimbursement process, it's a good idea to verify with with Rita that you have all of the correct forms before submission of the Travel Expense Voucher. Travel Reimbursement - Department Funds: (Department seminar/colloquium, faculty candidate visitor) If the expenses are charged to the Physics Department: :: Obtain Departmental Visitor Reimbursement packet from Karen McIntyre-Brown or Front Desk AA :: Have the visitor sign the Department Travel Reimbursement Form that is included in the packet (Travel Voucher DEPARTMENT.xls) this form is also on Physics File Server in the Forms folder :: Obtain copies of any necessary international documentation from visitor (i.e. VISA, PASSPORT, I-9) :: Forward the packet to the Financial Analyst or Front Desk AA Instructions for Travel Advance: :: Verify Account / Fund number with faculty
member
:: Send email to visitor with the following forms attached (both are on the Physics File Server in the Forms folder): :: Certification of Academic Activity
(ONLY IF FOREIGN VISITOR and visit is for a period of less than 9 days)
:: Travel Reimbursement Form (VISITOR to complete TOP PORTION ONLY) :: Visitor to FAX BOTH SIGNED FORMS, PLUS copy of VISA, AND copy of PASSPORT (Certification of Academic Activity, Visa, and Passport required for FOREIGN VISITORS ONLY) :: AA to provide information to Rita Viner, the Travel Coordinator in the Physical Sciences Dean's Office so a trip number can be assigned. :: Call TRAVEL STORE USA with TRIP NUMBER and VISITOR information Travel Store USA
ATTN: Kathie Thayer 18881 Von Karman Ave. Irvine, CA. Tel. 949-930-9260 Kathie.T@travelstoreusa.com Travel Receipts / Policies To reimburse travel expenses, original receipts are always required. It is helpful to provide the traveler with a self-addressed envelope to facilitate the submission of original receipts, if they are planning to mail reimbursement documentation when they return to their home institution. More information regarding all aspects of travel policies and procedures can be found on the UCI SNAP website at: Personal Car Mileage Reimbursement Travelers should check their odomoter before they leave and as soon as they return, to report the exact miles driven. However, if this does not happen, use the website below to calculate the mileage: It is also very important to PRINT an online quote from an airline for the travel dates. This information is used as a comparison when processing the mileage reimbursement amount (the amount of the mileage reimbursed cannot exceed the estimated airfare cost). Mileage reimburrsement rates can be found at: Travel / Removal / Relocation Please notify Sydney Mueller in Purchasing so that she can properly assist with any relocation questions. As soon as you learn that someone will be requesting removal it is helpful to consult the analyst so they can ensure that the funding is available and allowable Use the appropriate Travel Removal Relocation form (on the Physics File Server in the FORMS folder: Travel-Removal Exception-Exception-Senate-Faculty.doc and Travel-Removal Exception-Template -Other-Academic.doc) as guides for the memo requesting to pay 100% of the move. Please make sure that the letter is professionally prepared with no handwritten notes. Obtain the necessary department signatures and send both the removal packet and memo to the analyst who handles the PI's account in the Dean's Office. Travel Insurance Travel insurance coverage is available to a spouse, registered domestic partner or dependent(s) traveling with a faculty or staff member at no cost to the employee. The coverage includes security extraction for our physicians or staff who may be traveling to areas affected by internal disasters (e.g. the recent China earthquake) or areas under war/conflict. The coverage provides an avenue for the university to "extract" faculty and personnel in times of need. To ensure coverage, faculty and staff traveling on university business either out of state or abroad, must register and complete the Business Traveler Insurance form which may be accessed through the below website. After completing the form, the traveler will receive confirmation of coverage (an insurance card) for their trip and a summary of their coverage and benefits. ....................................................................................................................................................................................................................................................... UCI Identification Card Identification cards can be obtained at UC Items in the Student Center. A UCI ID card is required to activate your library account. Please see web site for more information: ....................................................................................................................................................................................................................................................... University Club / Visitor Meal Reimbursement The Physics Department often hosts meals for visitors at the University Club (or other local restaurants). The faculty member hosting the visitor will generally use his/her credit card to pay for the meal, and then request reimbursement through the department. There are limits to reimbursement amounts, so check with Karen McIntyre-Brown, the UCI Travel webpage, the Financial Analyst in the Dean's Office, or with the Front Desk AA to verify current allowable reimbursement rates, and to verify that the event meets reimburesment requirements. Faculty Recruitment meals and Distinguished Visitor meals may have exceptions made on limits - please check with Karen McIntyre-Brown for more information before the meal is arranged. In order for a reimbursement payment to be processed for a departmental lunch/dinner meeting, the following information must be provided to the Front Desk AA:
....................................................................................................................................................................................................................................................... Visitor/Guest Information Maps, Directions, and Parking Permits For detailed information regarding maps, driving directions, and parking permits, go to: Daily Parking Permits Occasionally a faculty member will request a Guest Parking Permit. You can order an online permit through Parking & Transportation Services, for one day or multiple days, and the guest(s) can pick up the permit at one of the kiosks on campus. Once the online order has been placed, the visitor's name is instantantly distributed to all kiosks throughout the campus, and the parking permit is available for pick-up by the visitor.
If
you
need a long term permit (i.e. for a week or longer) you can purchase
it from the Parking and Transportation Office through permits@uci.edu. Multiple Parking Permits On
occasion you will need to order permits for a large number of people
for one or more days for a conference or workshop that is being
funded by a grant. To do this, you must
first check with the faculty member's Financial Analyst in the Physical
Sciences Dean's Office to be sure the faculty member has
funding
for Parking Permits. Once you have the funding information, you can order the parking permits. The following information will need to be provided to place the order:
You
can
find more detailed information on the UCI
Parking and Transportation website at:
Guest/Visitor Wireless Internet Registration If a faculty member is hosting a faculty candidate visit, or organizing a larger meeting (a conference or symposium), some of the participants may wish to use the UCI NACS Guest Wireless Internet service: In order to complete the registration for visitors, you will need to obtain their "MAC address". Once you have that information from the guest, it is a simple task to obtain permission for the visitor to be connected. What is a MAC address? ....................................................................................................................................................................................................................................................... Student / Workstudy Support The department has several workstudy students to support large or special projects, to help in filing or typing, to run errands, etc. A workstudy schedule is kept at the front desk. If you have the need for workstudy assistance for a short-term or long-term project, please contact the Front Desk AA to check student availability. A request can also be made via email........................................................................................................................................................................................................................................................ Bookmark Suggestions Administrative Policies and Procedures Administrative Services UCI Human Resources (policy and contract matrix, job bulletin, FMLA info)Staff Other Helpful Websites Entertainment Expense Reimbursement Parking and TransportationAcademic Review UCI Academic Personnel ProceduresFaculty Teaching Assignments Office of the Registrar Student Academic Information System WebsiteHousing Resources Humanities Research Institute (14 units on campus)Library Resources UCI Libraries HomepageScience/Physics/Journal Websites American Chemical Society American Physical Society (APS)
|
please submit questions or comments to: Alison Lara ext. 4-7629 |
Department of Physics & Astronomy
4129 Frederick Reines Hall
University of California, Irvine
Irvine, CA 92697-4575
telephone: 949.824.6911
fax: 949.824.2174
email: physics@uci.edu